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University of ColoradoUniversity Information Systems

Taleo ImplementationProject Proposal

February 2014

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Taleo Implementation - OverviewProject Objectives• The current on line recruitment tool (PeopleAdmin) is used to support the majority of University Staff, Classified Staff, ‐

Research Faculty, and Regular Faculty hires across all campuses. Due to the software changes delivered as part of the PeopleAdmin Upgrade last spring, the system offers reduced functionality, has created numerous integration and reporting issues, requires increased manual effort and does not meet our business needs. Additionally, we have found the vendor unresponsive. This has impaired the University’s ability to maintain a strategic focus on recruiting.

• Based on campus HR feedback and evaluation we have determined that PeopleAdmin should be replaced with a best-in-class recruiting solution that integrates with HCM

• The timing of this project will align with the HCM 9.2 Upgrade.

Ownership• Primary Stakeholders: Campus HR Offices and departmental users

Project Scope Includes:• Replacing current functionality in PA and adding desired/required functionality• Replace current PA integrations• Add integration for recommendation letter attachments • Mobile capabilities• Improvements in bulk candidate disbursement and email notification• Utilize delivered reporting capabilities• Third party delivered integrations: LinkedIn, HireRight, HireVue and SkillSurvey• Utilize delivered Taleo Connect Client integration tool

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Taleo Implementation – Tool Analysis• Hosted onsite demos of Taleo and PeopleSoft eRecruit• Conducted phone calls with universities currently using both solutions• Review recruiting process in depth in Taleo via WebEx• Examined multiple resources including online videos, Oracle roadmaps and

technical functionality• Assessed cloud versus on premise and held a demo with UIS technical team

members including security

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Required System FeaturesThe Applicant Tracking System (ATS) application should be a full-feature applicant tracking/recruiting system with all the functionality of the best-in-class ATS. The ATS must also include the following features:

• Provides pre-screening questions which can be open-ended or close-ended, including a question bank to identify minimum and preferred qualifications

• Creates new postings from previous job descriptions or customizable templates• Manages applications, resumes, and other applicant documents and allows for bulk applicant disposition changes• Provides standard and custom automated applicant communication for individuals or in bulk• Provides a highly customizable public facing brand-able website that can be managed by university administrators• Provides highly configurable candidate selection workflow capabilities• Integration with social media resources and social media sourcing• Integration with job board posting services and job board sourcing• Integration with background check applications and various third party vendors• Ability to match internal and external applicants to open job postings• Robust reporting and analytics. Enabling system users with sufficient access levels to sort, query, run and fine-tune

ad hoc and customizable reports• Provides mobile platform• Intuitive user interface for candidates and administrators• Ability to easily integrate with PeopleSoft HCM• Provides ability to export records in bulk for storage in other databases• Provides fine-grained permissions to set access levels for administrative personnel and approvers• Provides a “dashboard” or switchboard screen that lists all tasks and list status

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Taleo Assessment DataDiscussions on Taleo and PS eRecruit with existing university customersUniversity of Oklahoma – replacing PeopleAdmin with Taleo in 2014; completed review of various recruiting tools and determined Taleo best meets their requirements.

University of Texas Medical Branch – upgraded HCM in 2013 and attempted to continue use of eRecruit in PeopleSoft although they have been faced with a high level of frustration and a long list of required customizations; Lee Webster, Director of Talent Acquisition and Recruitment “You must convince your leadership that Taleo is the right solution, eRecruit would have been effective in 1994.”

University of Missouri – uses HCM 9.1 and eRecruit; frustrations surrounding the number of required customizations as well as system issues regarding email notifications, improper placement of buttons, not intuitive to system users or applicants.

Stanford University – uses Taleo and PS CS/HR 9.0; uses for non academic campus hires; reports no browser or cache issues or maintenance or downtime issues, resume parsing works very well, as does moving bulk candidates and integration with LinkedIn.

Recruiting FunctionalityPeopleAdmin

UtilizedPeopleAdmin

Unutilized

PeopleSoft eRecruit w/o BI

ToolTaleo

Recruiting

1 Customizable/branded internal and external career sites

2 Ability to display recruitment videos on career applicant portal

3 Change disposition for bulk applicants

4 Applicant screening tool builder with question bank

5 Robust candidate evaluation tied to competencies

6 Auto-notification triggers tied to upcoming or passed deadlines

7 New postings created from previous job descriptions or templates

8 Highly configurable workflow capabilities

9 Advanced search, matching and candidate comparison

10 Interview management integration with Outlook

11 Offer letter management/generated within the system

12 Personalized dashboard displaying listing tasks and status

13 Self service capabilities for referee to upload reference letters

14 Configurable message/instruction text

15 Activity guides providing step by step instructions

16 Dynamic candidate ranking capabilities

17 Personalized candidate homepage with job offer display

18 Social sourcing tool

19 Mobile platform

20 Resume parsing

21 Dynamic interview guides

22 Job offer negotiation: acceptance/rejection/start date change

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Onboarding

1 Personalized candidate homepage

2 Recruiter monitoring of new employee step completion (I9,W4, etc.)

3 Ability to display welcome video to new employees thru candidate portal

4 Workflow engine delineates b/t new empl or promotion/job change

5 Onboarding task list mobile platform

Reporting/Integrations/Access/Technical1 Robust analytics and ad hoc reporting with flexible report writing tool 2 Job board traffic analytics 3 Drill down pivot grids delivered 4 Third party integration (HireRight, HireVue, SkillSurvey) 5 Easily connect recruiting process to HRMS 6 Extensive capabilities for automated job board integrations 7 Position descriptions contained in recruiting tool 8 Social Media Integrations (LinkedIn, Facebook, Yammer) 9 Ability to create recruiting teams for specific postings 10 Person record NOT required in HRMS for search committee access 11 On premise (UIS supported) 12 In the cloud/hosted solution

This is meant to serve as a high level functionality comparison of the three online recruiting solutions available to us at this time. Should eRecruit and Taleo be deemed unsatisfactory, we will continue to use PeopleAdmin through completion of the HCM Upgrade in 2015. At that time, we will re-evaluate our options and requirements taking into account the upgraded HCM technology.

Recruitment Tool Comparison

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OnboardingPeopleAdmin

UtilizedPeopleAdmin

Unutilized

PeopleSoft eRecruit w/o BI

ToolTaleo

Recruiting

1 Personalized candidate homepage

2 Recruiter monitoring of new employee step completion (I9,W4, etc.)

3 Ability to display welcome video to new employees thru candidate portal

4 Workflow engine delineates b/t new empl or promotion/job change

5 Onboarding task list mobile platform

Reporting/Integrations/Access/TechnicalPeopleAdmin

UtilizedPeopleAdmin

Unutilized

PeopleSoft eRecruit w/o BI

ToolTaleo

Recruiting1 Robust analytics and ad hoc reporting with flexible report writing tool 2 Job board traffic analytics 3 Drill down pivot grids delivered 4 Third party integration (HireRight, HireVue, SkillSurvey) 5 Easily connect recruiting process to HRMS 6 Extensive capabilities for automated job board integrations 7 Position descriptions contained in recruiting tool 8 Social Media Integrations (LinkedIn, Facebook, Yammer) 9 Ability to create recruiting teams for specific postings 10 Person record NOT required in HRMS for search committee access 11 On premise (UIS supported) 12 In the cloud/hosted solution

Recruitment Tool Comparison

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Based on the analysis of requirements and comparison of the two solutions, the team determined Taleo is the best fit for our strategic recruiting needs. Taleo will provide the following:

• Security permissions come from HCM• Workflow approvals tied to position and recruitment are intended

to remain in HCM• Workflow approvals tied to hiring will take place in Taleo

Onboarding Module• Current campus recruiting business processes will be applied to

Taleo• Campus resources available when required• Project related resources available when required• Development work and impact on timeline will be assessed at the

conclusion of fit/gap• End user training will be developed and delivered by ES in

partnership with Campus HR Offices

Taleo Implementation - Decision

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• Security permissions come from HCM• Workflow approvals tied to position and recruitment are intended

to remain in HCM• Workflow approvals tied to hiring will take place in Taleo

Onboarding Module• Current campus recruiting business processes will be applied to

Taleo• Campus resources available when required• Project related resources available when required• Development work and impact on timeline will be assessed at the

conclusion of fit/gap• End user training will be developed and delivered by ES in

partnership with Campus HR Offices

Taleo Implementation - Assumptions

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Resource AnalysisResource Needs • UIS Application Development – HR Team• UIS PMO

– Project Support

• Security – Oversight by Brad Judy• Cross Apps

– IdM– IRM– Integrations

• Oracle and tbd implementation partner• Campus HR designated core project team• Department business partner working group (DRL/PPL) • ES Project Team • ES Communications team – RyAnne Scott• ES Learning and Development